Easter Seals Jobs

Req #: 241355

Department: COMPUTER SCIENCE & ENGINEERING

Appointing Department Web Address: https://www.cs.washington.edu/

Posting Date: 11/25/2024

Closing Info: Closes On 12/02/2024

Salary: $3,749 - $5,010 per month

Limited Recruitment: Open to Department employees only

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow’s innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty and staff with diverse backgrounds, identities and experiences can thrive. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.

The Paul G. Allen School of Computer Science & Engineering (CSE) has an outstanding opportunity for a full-time Program Coordinator - Facilities & Operations (Facilities & Operations Coordinator).

This position will provide program coordination to Allen School faculty, staff and students as a member of the highly collaborative Operations team. With 9 full-time staff and 4 student assistants, the Operations team provides a broad range of building and operations support, including front office operations/reception, phones, events and catering, building access and keys, furniture, alterations, building safety, facilities and maintenance, and database management. This position will focus on the areas of facilities and operations, and will back up reception staff as needed. Working under general direction, this highly customer-oriented position will act as the Facilities Subject Matter Expert (hard and soft services) in their respective building for exterior and interior maintenance and alterations, independently perform tasks, resolve problems and respond to inquiries, drawing on knowledge of existing policies, procedures while updating and modernizing SOPs, and the operations needs of an academic department. This position reports to the Assistant Director of Facilities, and works closely with the Operations Manager.

This is a full time on-site position.

DUTIES AND RESPONSIBILITIES Facilities Program Coordination and Support:

• Coordinate office and laboratory relocations, including relocating furniture, directing UW shops technicians, answering questions from UW facilities personnel, resolving or referring problems, etc.

• Initiate minor building alteration projects under supervision of Assistant Director of Facilities, monitor progress, and communicate between parties involved.

• Procure furniture and other facilities materials working with the Assistant Director of Facilities or Operations Manager.

• Utilize UW CAAMS database to provide appropriate student access to the building and labs.

• Issue keys, maintain records, and coordinate improvements to internal facilities database.

• Organize and upkeep facilities support spaces, maintaining a safe environment

• Maintain inventory of storage rooms and facilities.

• Suggest and implement improvements as needed to accommodate changing needs

• Monitor building maintenance needs and audit building spaces for safety and functionality, report deficiencies to appropriate UW staff and provide resolution strategies for review.

• Utilize the UW facilities system to submit and monitor actionable requests for building operational problems, follow up to assure problems are corrected.

• Perform general maintenance and clean up in amenity spaces, including conference rooms, copy rooms, lounges, kitchens and other spaces as required.

• Maintain on-site bulletin boards, post/remove announcements.

• Respond to after-hours emergency calls by coordinating with appropriate UW facilities contacts and commute to campus if needed, provide key building information for the FOMS team as well as identify and strategize immediate solutions.

• Provide RCA (root cause analysis) report and long-term solutions for Allen School review

• Recommend alternatives, alterations, or procedural changes based on building occupant needs.

• Determine with input from Assistant Director of Facilities whether physical alterations or protocol changes are appropriate to improve safety, increase convenience, or otherwise enhance our facility Operations Program Support:

• Interface with Allen School faculty, staff, students, vendors and community members on a daily basis, answering questions, resolving or referring problems, providing support and contributing to a positive and welcoming atmosphere.

• Develop and maintain inventory system for furniture and maintenance supplies.

• Order supplies from multiple vendors using UW ProCard and WorkDay.

• Review inventory needs and suggest changes to drive cost-saving measures.

• Drive to area vendors to pick up supplies as needed.

• Assist Operations Manager to manage Student Building Assistant task functions- Fulfill daily maintenance tasks, including: Resetting conference rooms, stocking soda refrigerator, preparing coffee service(s).

• Plan and provide anticipatory direction to SBA team in order to provide best-in-class support to the Allen School community

• Accurately track and reconcile UW ProCard purchases each month.

• Execute tasks on the event production schedule as assigned, working closely with ADs to ensure flawless events-proactively provide safety feedback to AD of Events ensure all events are accessible and safe.

• Assist with large event set up (including early morning/late evening events) and management, including but not limited to: Receiving catering and rental deliveries, moving furniture, posting signage. Provide SBA and UW Temp supervision during critical set up times.

• Coordinate support for front desk team as needed Other Responsibilities:

• Provide backup support to the AD for Facilities- acting as onsite Subject Matter Expert for all building systems, safety protocols and emergent or urgent issues.

• Act as POC for UWPD and other UW entities

• Write and edit facilities SOPs, making recommendations to the Facilities Team. Create implementation and change-management plans for new processes.

• Provide back-up support to the Office Coordinator as needed.

• Duties may include answering multi-line telephones, forwarding messages to faculty/staff using email, receiving and referring visitors, coordinating student drop in appointments, providing general information about the CSE undergraduate and graduate program, referring students to appropriate resources on campus, and any other duties assigned to the Office Coordinator, or by the Operations Manager.

• Provide back-up support to the Operations Manager as needed.

• Duties include ticket system maintenance, ticketing assignments, coordinating with shops teams, coordinating with on-site vendors and providing support to Assistant Director of Facilities.

• Operate and maintain office equipment including copy, fax and shredding machines.

• Assist faculty and staff with special projects, mailings, errands, copy work, etc. as needed.

• Promote a safe and inclusive community and work environment.

• Other duties as assigned. MINIMUM REQUIREMENTS

• High school graduation or equivalent AND two years of facilities/operations experience, OR equivalent education/experience ADDITIONAL REQUIREMENTS

• Of the two-year requirement above, one year of applicable customer service or facilities operations experience, preferably with public interface.

• Proficiency with the use of computers, electronic mail, word processing, spreadsheets, databases, and Internet systems

• Effective writing skills. Proven ability to write clear electronic mail messages with a positive tone, correct grammar and punctuation, and follow standards when applicable.

• Basic math proficiency for performing computations such as costs and fees.

• Physical ability to do the required work. Must be able to lift and carry up to 50 pounds; push and pull with approximately 50 pounds of force on a daily basis.

• Must be available to occasionally work early mornings, evenings, and weekends during events and/or to work off-hours during facility emergencies.

• Must be able to travel efficiently and effectively to local vendors, off-campus storage facilities, and off-campus event sites throughout Seattle on a monthly or as-needed basis.

• Effective interpersonal communication and customer service skills.

• Ability to work professionally with faculty, staff, students, donors or other constituents, and the general public.

• Proven ability to work independently and problem solve, take initiative, set priorities and handle multiple projects and deadlines, as well as the ability to respond effectively to changing priorities.

• Proven ability to work cross-functionally, influencing decisions and collaborations

• Positive, optimistic, customer focused and success-oriented attitude.

• Driver’s license required, to assist with running time-critical errands for events using UW or other vehicles. DESIRED QUALIFICATIONS

• Familiar with operations needs of an academic department, including building, office, and events.

• Customer service experience in an academic setting, including effective interaction with faculty, students, and staff.

• General knowledge of CSE graduate and undergraduate programs, UW admissions policies and UW student resources.

• Knowledge of the UW CAAMS database and the UW facilities system. Knowledge of UW WorkDay

• Proficiency with Google Suite, Slack, and remote meeting software (incl. Zoom & Teams).

• Ability to create SOP documents and presentation decks. CONDITIONS OF EMPLOYMENT

• This position is a full-time, on-site position.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.